QuickBooks® Invoicing Feature 6-20-16

QuickBooks® Invoicing Feature

The QuickBooks® invoicing feature is easily accessible via desktop and online versions of QuickBooks®. Each of these versions has QuickBooks®’ characteristic user-friendliness that facilitates accounting tasks, including invoicing. The following points outline some fundamental procedures for users who want to create an invoice by means of the invoicing feature of QuickBooks® Online.

  1. On opening QuickBooks® Online, click the “Create” icon. The “Create” icon appears as a “+” sign at the top of the page, between the “Search” icon on the left and the “View” icon on the right.

  2. A drop-down list appears immediately after the “Create” icon is selected.

  3. On the drop-down list, under the “Customers” submenu, select “Invoice”. This selection produces a blank electronic invoice.

  4. Complete the invoice according to the prompts and names indicated for the data fields.

  5. To customize the invoice, click “Customize” at the foot of the invoice. This action results in the opening of the “Customize” window.

  6. In the “Customize” window, upload an organizational logo if this is desired. The “Customize” window permits changes to the invoice’s style, header, footer, columns, margins and other features.

  7. Use the “Preview PDF” function of the “Customize” window to assess changes to the layout of the invoice.

  8. Once customizations are deemed satisfactory, save them by selecting the “Save” button.

  9. Close the “Customize” window. This action automatically returns the user of QuickBooks® to the “Invoice” window.

  10. Click “Print or Preview” to assess the appearance of the invoice.

  11. If the invoice is deemed satisfactory, click “Save” if it will not be dispatched electronically; click “Save and Send” if it is to be dispatched by electronic mail.

  12. Click “Send and close” if the invoice is dispatched by electronic mail.

By facilitating the customization of invoices, the QuickBooks® invoicing feature accommodates unique invoicing requirements of individual organizations. With the QuickBooks® invoicing feature, organizations have the liberty to create original invoices or invoices modeled on QuickBooks®’ templates.

Besides facilitating the preparation and customization of invoices, the QuickBooks® invoicing feature aids the monitoring of invoices and their delivery online. An organization’s responsible officers may advantageously use the QuickBooks® invoicing feature to automate the invoicing process. Such automation is particularly beneficial to an organization that has customers who are invoiced periodically. By means of its “memorized billing transaction” capability, the QuickBooks® invoicing feature generates invoices for designated periods. Thus customers may recurrently, automatically and punctually receive individual or batched invoices from an organization. Automation safeguards the accuracy of invoices and minimizes the time required to prepare the invoices.

An additional advantage of the QuickBooks® invoicing feature is its ability to convert quotations to invoices. If a transaction is finalized on the basis of an estimate, the QuickBooks® invoicing feature can seamlessly generate the final invoice from the estimate. The QuickBooks® invoicing feature also is beneficial because it shows payments against invoices and presents updated balances for invoices and customers.